Koya Properties is committed to your privacy held and used in accordance with current General Data Protection Regulations (GDPR) and only shared as described in this policy. Read our customer Privacy Policy for a clear explanation of how we collect, use, disclose and store your information when you visit, subscribe or make a purchase from Koya Properties Limited.

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The Koya Properties Privacy policy was updated on 13th December 2020.

 

Who we are

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Koya Properties Limited is a registered company whose number is 11909673 and is registered in England and Wales at Companies House, Crown Way, Cardiff, CF14 3UZ.

 

GDPR Information

We are registered under the Data Protection Act 1998. Your information will be treated in accordance with this act and also in accordance with GDPR. You may obtain further information about data protection laws by visiting the Information Commissioners website at www.ICO.org.uk (https;//ico.org.uk/).

We are registered as a data controller with the UK Information Commissioner’s Office and our data protection registration number is ZA528512.

 

Personal Information we may collect

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when you make a purchase or attempt to make a purchase through the Site, we collect certain information from you, including your name, postal address, shipping address, payment information (including credit card numbers, email address, and phone number.  We refer to this information as “Order Information.”

When we talk about “Personal Information” in this Privacy Policy, we are talking both about Device Information and Order Information.

When selling, purchasing, renting or financing a property through our company we process your personal data such as name, address, contact details, email address and passport amongst other things.

we may legally be required to collect information relating to your identity, which will be at least one form of photographic identification (such as a passport, a driving licence or an identification card) and one form of documentation with proof of your place of residence (such as a recent utility bill).

Processing of this data implies collecting, storing, using or disclosing your personal data.

If You consent to be notified of or receive other products or services from Koya Properties Limited, or use any of our websites, You may be provided with further privacy notices which may be contained in a separate policy or within any terms and conditions. These additional privacy notices shall supplement this Privacy Policy.

This Privacy Policy relates to the processing of personal data by Koya Properties Limited.

Unless otherwise stated, all references to “we” or “our” shall imply all Koya Properties Limited lines of business that process personal data. None of the lists or examples provided in this Privacy Policy is intended to be exhaustive or fully representative of every individual.

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Statistics & Files

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Additionally, when you visit the Site, we automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the cookies that are installed on your device. Additionally, as you browse the Site, we collect information about the individual web pages or products that you view, what websites or search terms referred you to the Site, and information about how you interact with the Site. We refer to this automatically collected information as “Device Information.”

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How do we use your personal information?

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We’ll process your personal data:

a) as necessary to perform and fulfil our contracts with You:

to take steps at your request prior to entering into it;

to exercise rights set out in agreements or contracts;

to deliver our products and services;

to update our records;

to make and manage customer payments;

to manage fees and charges due on customer transactions;

to collect and recover money that is owed to Us.

b) as necessary to comply with legal obligation, e.g.:

when you exercise your rights under data protection law and make requests;

for compliance and to obey laws and regulations that apply to Us;

to verify your identity, make credit, fraud prevention and anti-money laundering checks;

to manage risk for Us and our customers;

to detect, investigate, report and seek to prevent financial crime;

to run our business in an efficient and proper way;

to manage how we work with other companies that provide products and services to Us and our customers.

c) as necessary for our own legitimate interests, or those or other persons and organisations, e.g.:

for good governance, accounting and managing and auditing our business operations;

to respond to complaints and seek to resolve them;

to run our business in an efficient and proper way;

to develop and manage our brands, products and services;

to manage how we work with other companies that provide products and services to Us and our customers;

to monitor emails, calls, other communications and activities with reference to your contract;

to provide advice or guidance about related products and services.

d) based on your consent, e.g.:

to manage our relationship with you;

to develop new ways to meet our customers’ needs and to grow our business;

to develop and carry out marketing activities;

to provide advice or guidance about related products and services.

We may contact you by post, email, telephone or SMS for these purposes. If you do not want to receive this information you can opt out during registration by emailing us at info@koyaproperties.co.uk or by following the unsubscribe instructions. Please note that there may be instances where it may be necessary for us to communicate with you, in any event, for administrative or operational reasons relating to our service.

You are free at any time to change your mind and withdraw your consent. The consequence might be that we can’t do certain things for You.

 

Sharing your personal information

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We share your Personal Information with third parties to help us use your Personal Information, as described above. We also use Google Analytics to help us understand how our customers use the Site--you can read more about how Google uses your Personal Information here:  https://www.google.com/intl/en/policies/privacy/.  You can also opt-out of Google Analytics here:  https://tools.google.com/dlpage/gaoptout.

Finally, we may also share your Personal Information to comply with applicable laws and regulations, to respond to a subpoena, search warrant or other lawful request for information we receive, or to otherwise protect our rights.

 

Keeping your information secure

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Where Koya Properties acts as the controller of personal data, it will ensure that necessary and adequate safeguards (e.g., encryption) are in place to prevent unauthorised access, loss, misuse or alteration of your personal data.

Where data is stored electronically, we store all personal information on secure servers with relevant access and firewall controls.

Where data is stored on paper or forms all personal data is locked away when not in use and disposed of securely after use either using document shredders or third-party disposal organisations who have been contracted to dispose of documents appropriately.

Any personal data sent to Us, either in writing or email, may be insecure in transit and we cannot guarantee its delivery.

Where You use a Password to access any service provided by Koya Properties this must be kept confidential and not disclosed to anyone else

Consents (“Opt-in”)

Your personal data is provided for the purpose of selling or purchasing a property, letting or being a tenant of a property, conveyancing, financial services or surveying services as agreed under the terms of an Agreement we have agreed between You and Us.

However, Koya Properties Limited would like to support You throughout the entire process of selling or purchasing your property by offering You additional relevant and related services, and keep You informed about all Koya Properties Limited services (marketing) which You can elect to, or decline from, receiving.

Withdrawal of Consent (“Opt-out”)

You have the right, at any time, to ask Us not to process your personal data for marketing purposes and any additional services that You have consented to receive.

You can opt-out of receiving any of these services and communications simply by clicking the unsubscribe link on any emails You receive or contacting us at info@koyaproperties.co.uk.

Please note it can take up to 28 days for a request to be fulfilled for general Koya Properties Limited communications because of pre-planned or ongoing activity.

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Additional Privacy Information

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Social Media Widgets

Our Websites include Social Media Features, such as the Facebook Like button. These Features may collect your IP address, which page you are visiting on our site, and may set a cookie to enable the Feature to function properly. Social Media Features and Widgets are either hosted by a third party or hosted directly on our Websites. Your interactions with these Features are governed by the privacy policy of the company providing it.

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Links to Third Party Sites

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Our Websites may, from time to time, contain links to and from the websites of our suppliers, partner networks, advertisers, affiliates and other third parties. If you follow a link to any of these websites, please note that these websites should have their own privacy policies and we do not accept any responsibility or liability for these policies or the content or operation of these websites. Please check these policies and the terms of the websites before you submit any personal data to these websites.

Referrals

If you choose to use our referral service to tell a friend about our site, we will ask you for your friend’s name and email address. We will automatically send your friend a one-time email inviting him or her to visit the site. We store this information for the sole purpose of sending this one-time email and tracking the success of our referral program.

Your friend may contact us at info@koyaproperties.co.uk to request that we remove this information from our database.

 

Cookies

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Our website uses cookies to distinguish your data from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For more detailed information on the cookies, we use and the purposes we use them please see our cookie policy (/help/cookie-policy)

Cookies” are data files that are placed on your device or computer and often include an anonymous unique identifier. For more information about cookies, and how to disable cookies, visit http://www.allaboutcookies.org.

Log files track actions occurring on the Site, and collect data including your IP address, browser type, Internet service provider, referring/exit pages, and date/time stamps.

Web beacons,” “tags,” and “pixels” are electronic files used to record information about how you browse the Site.

 

Your Rights

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Your rights are as follows (noting that these rights don’t apply in all circumstances):

The right to be informed about our processing of your personal data;

The right to have your personal data corrected if it’s inaccurate and to have incomplete personal data completed;

The right to object to processing of personal data;

The right to restrict processing of your personal data;

The right to have your personal data erased (the “right to be forgotten”);

The right to request access to your personal data and information about how we process it;

The right to move, copy or transfer your personal data (“data portability”); and

Rights in relation to automated decision-making including profiling.

You have the right to complain to the Information Commissioner’s Office. It has enforcement powers and can investigate compliance with data protection law: www.ico.org.uk

For more details on all the above You can contact our Data Protection Officer (“DPO”) using the details in Section 22.

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Data Retention

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The following criteria are used to determine data retention periods for your personal data (whether or not You become a customer):

Retention in case of queries – we will retain your personal data as long as necessary to deal with your queries (e.g., if your potential transaction is unsuccessful);

Retention in case of claims – we will retain your personal data for as long as You might legally bring claims against Us; and

Retention in accordance with legal and regulatory requirements – we will retain your personal data after your contract or service with Us has come to an end based on legal and regulatory requirements.

Retention in case of orders: When you place an order through the Site, we will maintain your Order Information for our records unless and until you ask us to delete this information.

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Disclaimer

Whilst we use all reasonable efforts to ensure that the information published on our website is accurate, up to date and complete at the time of publication, no representations or warranties are made either expressly or implied, as to the accuracy, currency or completeness or such information. We cannot accept responsibility (except to the extent permitted by law) for any loss arising directly or indirectly from the use of, or any action taken in reliance upon, any information appearing on our website or any other website to which it may be linked. We make no warranty that our website is free from errors, defects or viruses.

We reserve the right to alter modify add or delete provisions of this privacy policy at any time. Any changes to this policy will be shown here and we recommend that you check this policy from time to time.

 

Changes

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We may update this privacy policy from time to time in order to reflect, for example, changes to our practices or for other operational, legal or regulatory reasons.

 

Contact Us

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Koya Properties Limited is registered in England and Wales under company number 11909673.

Its registered office is at 103 High Street, Barry, Wales CF62 7DS.

You can contact Us as follows:

Email:  info@koyaproperties.co.uk
Web: https://www.koyaproperties.co.uk
In writing: Data Protection Officer
Koya Properties Limited, 103 High Street, Barry, Wales CF62 7DS.

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